Action Against Hunger is currently hiring an Office Manager(x1). Apply Now

Action Against Hunger needs to hire an Office Manager who will manage all operations at their New York City headquarters. You will function as the main office operations center in this position to create a secure and efficient and inviting office space. You will study and enhance all processes that support our staff members in their battle against world hunger through your work as a vendor manager and office logistics coordinator and travel and administration support specialist. We welcome your application to manage our daily operations because you possess exceptional organizing skills and customer service expertise and attention to detail and operational abilities which you want to use for worldwide social change.

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Office Manager

Location: New York, New York, United States
Department: Administration
Position Type: Full-Time, Regular
Reports To: Director of Administration or Designated Supervisor
Start Date: As Soon As Possible (ASAP)
Salary Range: $55,000 – $65,000 Gross Annual

Organizational Context and Role: The Operational Heartbeat

Action Against Hunger is a global humanitarian organization dedicated to the mission of eradicating world hunger. Our organization works to protect the lives of children who suffer from malnutrition while providing communities with essential resources such as safe water supplies, food, educational programs, and medical services. Our U.S. headquarters in New York City functions as an essential center for financial operations and advocacy work and partnership development and operational assistance which supports our life-saving initiatives across almost 50 different nations.

The Office Manager is the essential operational heartbeat of our New York headquarters. The physical workspace needs to be transformed into a secure and efficient and inviting space which enables staff members to concentrate on our organizational objectives. The Office Manager serves as the main connection point between staff members and building management and vendors and visitors while performing various duties that include logistical work and administrative responsibilities and procurement activities. The office process analysis and optimization work of this position creates essential support systems which enable our teams to function at their best efficiency. Your management of daily office operations creates a structured professional workspace which enables our hunger alleviation efforts to advance successfully.

Essential Job Functions: Key Areas of Responsibility

1. Office Services & Facilities Management:

• The building management staff will interact with you as their main contact for maintenance work and office equipment needs which require compliance with safety standards and building regulations.
• The reception staff manages all activities in the reception area which includes running the phone system to deliver messages correctly while providing a friendly welcome to all visitors who enter the building.
• The office staff handles all incoming correspondence which includes mail and express packages while they process phone and email and fax inquiries.
• The team handles meeting room scheduling and equipment testing to ensure all meetings run smoothly for both internal and external participants.
• The office staff organizes all office spaces which include storage areas and kitchen facilities while they check that all office equipment and furniture works properly.
• The office staff provides support to headquarters personnel who require help with their office activities which include phone communication and computer equipment and document printing.
• The team conducts security protocol assessments at headquarters to evaluate existing protocols which need updating along with emergency response procedures.

2. Headquarters Administrative Support:

• The process of handling visa requests for international travel by headquarters employees needs to be managed by you.
• The centralized database system requires you to keep contact records of both headquarters and field personnel up to date.
• You need to work together with all international Action Against Hunger headquarters to collect and distribute their current contact information.
• The workspace needs to be set up for new employees through the process of providing essential office equipment and materials.
• The new office employees need to receive office orientation which will show them all the workplace systems and procedures and available resources.

3. Office Procurement & Supply Management:

• The person needs to create and track financial plans for office expenses which will include setting spending limits for necessary items and services. The process requires the person to conduct research and evaluate vendors before creating a list of preferred vendors which will include negotiating their best prices and contract conditions with them. The person in charge of office operations must handle all equipment and service and supply purchasing activities while maintaining product standards and budget control. The organization needs to keep complete documentation which contains details about purchases and pricing and contracts and vendor evaluation records. The person needs to handle office supply inventory which requires them to forecast future requirements in order to stop any supply deficiencies from occurring.

4. Finance & Travel Administration Support:

• The Finance team needs your help to process invoices and consultant contracts while you assist them with distributing financial policies and procedures to other departments.
• The DC Office Manager and I will work together to operate the corporate travel management system (Concur) while we handle all matters related to our partnership with Gordian Travel.
• I handle the booking process for all travel and accommodations which includes managing changes and resolving issues for New York visitors and HQ staff members.
• The team examines all travel spending which includes fare variances and change fees and unused tickets to find areas where they can reduce costs.

5. Cross-Departmental Collaboration:

• Work closely with the Finance, IT, and Administration teams to complete shared duties and ensure seamless operational support.
• Proactively identify opportunities for process improvement across office administration and propose solutions.

Supervisory Responsibilities

• None

Physical Demands

Working Conditions, Gender Equality & Ethics

• The job requires full-time work at the New York City office because employees must work five days each week at the company facility.
• The employee needs to work during both regular office hours and weekend time when business operations require their presence to ensure security during missions and special activities.
• Action Against Hunger maintains a workplace environment which promotes gender equality through providing equal access to all employees. The organization provides a fair assessment system which evaluates all employees based on their skills and work performance while treating all staff members and beneficiaries with equality regardless of their gender identity or sexual orientation or disability status or religious beliefs or racial or ethnic background or country of origin or age or marital status.
• We provide equal employment opportunities (EEO) to all employees and applicants without regard to race, color, religion, gender-identity, ancestry, sexual orientation, national origin, age, handicap, disability, marital status, or status as a veteran.

Required Qualifications & Experience

• Education: A bachelor’s degree is required.
• Experience: Proven experience in a customer-service oriented role, responding to a diverse range of staff and clients from various cultural and professional backgrounds.
• Skills:
  • The candidate must demonstrate advanced proficiency in the MS Office 365 Suite and Adobe Acrobat Pro. The candidate must demonstrate proficiency in using basic office equipment and computer systems without needing technical assistance.
  • The candidate can successfully handle multiple projects because of their outstanding organizational abilities and precise attention to details.
  • The candidate can accomplish work through self-directed task prioritization which requires them to handle multiple responsibilities at once and work flexible hours.
  • The candidate possesses strong communication skills which enable them to work effectively as a team member while also performing tasks independently.
  • The position requires candidates to demonstrate complete proficiency in both written and spoken English.
• Preferred Qualifications:
  • Experience in logistics, procurement, or office administration is a strong plus.
  • Working knowledge of French or Spanish is preferred.
  • Must be authorized to work in the United States.

Commitment to Safeguarding

Action Against Hunger maintains its operations according to the most stringent ethical standards. Our organization works to stop all forms of workplace misconduct which includes sexual harassment and exploitation and abuse and integrity violations and financial misconduct. We expect all staff to share this commitment and adhere to our Code of Conduct. The organization conducts comprehensive background checks which form part of its recruitment process.

We invite you to apply for this position if you possess three specific qualities which are described as proactive organizational skills combined with a commitment to serving others. Your operational expertise will help provide the stable foundation for Action Against Hunger’s mission to end world hunger.

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